Basic Information

Reference Number

0000136380

Issuing Organization

OntarioMD Inc.

Owner Organization

OntarioMD Inc.

Solicitation Type

RFS - Request for Services (Formal)

Solicitation Number

RFS2018-02

Title

Strategic Planning Facilitator

Source ID

PU.HL.ON.564307.C96862

Agreement Type

Broader Public Sector (BPS)

Details

Location

Canada, All of Canada, All of Canada

Delivery Point

Toronto

Purchase Type

Term: 2019/01/02 12:00:00 AM EST - 2019/02/28 12:00:00 AM EST

Description

Request for Services

Strategic Planning Facilitator

RFS Number: 2018-02
Issued: November 14, 2018
Closing Date: November 30, 2018 1:00PM EDT

Table of Contents

1.     Introduction 3
1.1.      Invitation to Submit. 3
1.2.      About OntarioMD.. 3
1.3.      OntarioMD’s Governance Renewal and Strategic Plan. 3

2.     Procurement Process 5
2.1.      RFS Coordination. 5
2.2.      Procurement Timetable. 5
2.3.      Submission Requirements. 6
2.4.      Evaluation Process. 7

3.     Terms and Conditions 8

4.     Requirements 10
4.1.      Role. 10
4.2.      Experience. 11

Appendix A – Letter of Engagement 12
Appendix B – Conflict of Interest Declaration 13
Appendix C – References 14
Appendix D – Candidate Experience Template 15
Appendix E – Pricing   16

1.Introduction
1.1.Invitation to Submit
This Request for Services (“RFS”) is an invitation to Vendors to put forward a Submission for the provision of consulting services to facilitate a one-day strategic planning process for the OntarioMD Board of Directors. The successful proponent will be responsible to ensure that all aspects of the current strategic plan and other key planning documents are reviewed and aligned to contribute to the one-day planning session. Proponents are required to have, and demonstrate through their Submission, the experience, reputation and experience in Board strategic planning facilitation.

In responding to this RFS, you will be deemed to have taken into account all the terms and conditions in the RFS and willing to enter a Statement of Work using the OntarioMD standard form for consulting contracts (Appendix A).

1.2.About OntarioMD

OntarioMD is governed by a Board of Directors which currently has seven members with a broad array of skills and experience.

OntarioMD is currently funded primarily by the Ministry of Health and Long-Term Care. OntarioMD has been very successful in supporting physicians in the implementation and sustained use of EMRs. More than 15,000 physicians and 1,100 nurse practitioners are enrolled in its programs and services. Physicians and their practices are supported by OntarioMD staff and Peer Leaders across Ontario to enhance their EMR skills and use based on their individual practice needs. OntarioMD staff use a customized approach to work with physicians and their staff to achieve their goals for enhancing patient care and practice efficiency, optimizing where possible their use of digital health tools and services.

In addition to our role as a delivery partner with physicians, OntarioMD has a proven track record of developing and implementing award-winning connectivity to EMRs in its Health Report Manager (HRM) and eNotifications applications that enhance the value of certified EMRs. In addition to rolling out HRM across Ontario, OntarioMD is also rolling out applications such as eConsult, and an EMR Physician Dashboard, as well as deploying the Ontario Laboratories Information System (OLIS) to physician practices. To ensure that the future clinical and usability needs of physicians' practices are incorporated into EMRs to support the evolving health care environment, OntarioMD also manages the EMR Specifications and the EMR Certification Program. For more information see www.ontariomd.ca.

OntarioMD is a wholly owned subsidiary of the Ontario Medical Association.
1.3.OntarioMD’s Governance Renewal and Strategic Plan

Governance Renewal: In mid-2016 OntarioMD embarked on governance renewal. The governance renewal exercise included key informant interviews on the role of OntarioMD and its Board of Directors, and its relation to the OMA and the broader health system. The outcome of this review supported a focus on transitioning to a Board focused on a skills and experience matrix that would support OntarioMD’s continuing evolution. With the agreement and approval of the OMA, the OntarioMD modified its board structure membership with a new Board in place for April 2017.

Strategic Plan: As the governance renewal work was underway, the former board of directors, with the input of internal and external stakeholders, undertook a strategic planning exercise which resulted in the formulation and approval of OntarioMD’s Strategic Plan 2017-2020.

Strategic Plan Update: In January 2018, the OntarioMD Board of Directors undertook a review of the existing Strategic Plan including some minor changes.

OntarioMD’s strategic plan for 2017-2020 is based on three main strategic areas of focus:

Enhance patient care and clinical practice as an Integrator and Change Agent
Impact and influence through System Partnerships
Growth and sustainability through Innovation and Co-Creation

The strategic areas of focus are highly linked and interdependent. They serve to advance the evolving mandate of optimizing EMR use. Through OntarioMD’s experience and access to a range of clinical practice environments that require the engagement of physicians, other clinicians, administrators and other members of the interdisciplinary practice context, the organization is positioned to continue to play an influential role as an integrator and change agent in health system transformation efforts. OntarioMD is a valuable partner of choice for health system leaders as they seek to advance their strategic objectives and meaningfully engage with physicians.

OntarioMD continuously explores new partnerships and business models to deliver value for our stakeholders and Ontario’s health system. OntarioMD will use existing platforms to introduce digital innovations and will explore new opportunities offered by emerging technologies to deliver additional value to physicians, stakeholders and the broader health system.

Link to OntarioMD’s Strategic Plan:
https://www.ontariomd.ca/about-us/our-organization/strategic-plan

Link to OntarioMD’s 2017-2018 annual report
https://www.ontariomd.ca/documents/annual_report_2018.pdf

2.Procurement Process
2.1.RFS Coordination

Contact
Val Lesko
Manager, Corporate Planning and Administration
Procurement@OntarioMD.com

Mailing Address
OntarioMD
150 Bloor Street West, Suite 900
Toronto, ON M5S 3C1

2.2.Procurement Timetable
The target completion dates for the procurement activities are listed below:

ActivityDate
Issue RFSNovember 14, 2018
Submit Applicant’s QuestionsNovember 19, 2018 at 13:00 EDT
Respond to Applicant’s QuestionsNovember 21, 2018
Closing Date for Receipt of SubmissionsNovember 30, 2018 at 13:00 EDT
Evaluate SubmissionsDecember 5, 2018
Candidate Interviews (1)December 10-11, 2018
Select VendorDecember 12, 2018
Begin Contract (2)January 2, 2019
Complete ContractFebruary 28, 2019

This RFS timetable is tentative only and may be changed by OntarioMD at its sole discretion.

OntarioMD may, in its sole discretion, extend the Contract End Date for up to one (1) month by giving written
notice to the Vendor not less than 10 days before the initial assignment end date.

Notes:
1. Subject to contract execution

2.3.Submission Requirements
Submissions are requested from Respondents corresponding to the OntarioMD submission requirements described below. Respondents must order their Submission in the same order as the order of information requested below.

Respondents must submit their Submissions electronically in two separate parts. One part will contain the price portion of the Submission using Appendix E. The other part will contain the rest of the Submission. Each part must be submitted in separate electronic file in Microsoft Word format or portable document format (pdf).

Cover Letter

The cover letter will include an introduction of the Respondent and must:

include a statement in their response that they have read, understood and accept the terms and conditions contained in the Letter of Engagement attached in Appendix “A: and that the Respondent will, if requested by OntarioMD, sign and enter into this Agreement with OntarioMD and be bound by the provisions of the Letter of Engagement.
include a statement confirming that the information provided in the Submission is accurate.
be signed by an authorized signing officer of the organization.

Respondent Profile

The Respondent profile includes a brief description of the Respondent’s type of business and a Respondent’s contact for all questions and clarifications arising from the Submission. The contact information includes the person’s title, address, email, telephone and facsimile number.

This section must include a short summary describing a previous example(s) of where the Respondent has provided similar services to OntarioMD or other entities in the health care sector.

Conflict of Interest Declaration

The Respondent must sign and complete the Conflict of Interest Declaration attached in “Appendix B – Conflict of Interest Declaration”.

Project Team & Staffing

Identify proposed candidate(s) for the role(s). Respondents should note that only one candidate may be proposed for this one role.

The Respondent must use Appendix D – Candidate Experience to provide a detailed description of how the proposed candidate meets the rated experience criteria. A soft copy of the template can be provided upon request.

The Respondent must also include a resumé for the candidate as part of their response to Appendix D.

Once a Submission has been accepted, project staff may not be substituted without written agreement from OntarioMD.

Please identify if any component of this project will be outsourced or subcontracted. Please state the name and location of the outsource company or subcontractor, and the length and nature of the relationship with the Respondent.

Candidate References

Complete and attach Appendix C – References providing references as requested therein.

Price

Complete the pricing information using Appendix E - Pricing. All dollar amounts are to be stated in Canadian funds. As noted above, Appendix E is to be submitted as a separate file.

2.4.Evaluation Process
The evaluation of the Submission will be conducted by a panel of OntarioMD representatives. A Submission must meet the requirements of each applicable stage to proceed to the next stage.

Stage 1 consists of validating that all Submission Requirements are included and complete according to section 2.3 – Submission Requirements.
Stage 2 consists of scoring by OntarioMD for each qualified Submission with respect to the Candidate Experience.
Stage 3 consists of a detailed interview with the candidate to verify the candidate’s experience in the submission and resume and evaluate oral communication skills. The candidate is required to bring to the interview examples of documentation from at least three (3) previous engagements which verify the candidate’s experience. Only the Respondents with the four (4) highest scores from Stage 2 will proceed to Stage 3.
Stage 4 Upon successful completion of Stage 3, the pricing attachment provided by the Respondents who proceeded to Stage 3 will be opened. All other Respondents will not have their pricing opened and will be disqualified from the selection process.
Stage 5 consists of verifying reference information. References will only be contacted if a Respondent’s candidate is considered at Stage 5.

The points allocated to each stage of the evaluation process are as follows:

Evaluation ProcessPointsSubmission Requirements
(section 2.3 of this RFS)Pass / Fail
Candidate Experience40
Interview and Documentation20
Price40
Reference VerificationPass / Fail

3.Terms and Conditions

Confidentiality

OntarioMD reserves all rights in respect of this RFS. Respondents to this RFS may not reproduce, modify, disclose, distribute or publish any portion of this RFS or any information about it without the prior written approval of OntarioMD, save and except for the strict purpose of preparing a response, and provided always that any such reproduction, modification, disclosure, distribution or publication of this RFS shall only be made to or for recipient’s employees or advisors on a strict need-to-know basis, each of whom the recipient agrees to bind to these same confidentiality obligations.

Respondents or other RFS recipients may not use the name of OntarioMD, or refer to this RFS in any advertisement or other promotional messages without the prior written consent of OntarioMD.

Information pertaining to OntarioMD obtained by the Respondent as a result of participation in this RFS is confidential and must not be disclosed without written authorization from OntarioMD.

Collection and Use of Personal Information

Respondents are solely responsible for familiarizing themselves, and ensuring that they comply, with the laws applicable to the collection and dissemination of information, including resumes and other personal information concerning employees and employees of any subcontractors. If this RFS requires Respondents to provide OntarioMD with personal information of employees who have been included as resources in response to this RFS, Respondents will ensure that they have obtained written consent from each of those employees before forwarding such personal information to OntarioMD. Such written consents are to specify that the personal information may be forwarded to OntarioMD for the purposes of responding to this RFS and use by OntarioMD for the purposes set out in the RFS including verification of facts or credentials. OntarioMD may, at any time, request the original consents or copies of the original consents from Respondents.

Please provide an electronic copy (via email) as indicated in Section 2.2 to:

Val Lesko
Manager, Corporate Planning and Administration
Procurement@OntarioMD.com

All communications regarding this RFS must be directed by email to this address.

We regret extensions cannot be granted. Submissions received after the deadline will be sent a notification email that their Submission will not be considered.

Facsimile Submissions in whole or in part will not be accepted.

Respondents that are selected for a short list will be required to make their candidates available for interviews (tentatively scheduled as indicated in Section 2.2) and respond to questions from OntarioMD.

Other than the contact named in 2. above, a Respondent may not contact or attempt to contact, during the RFS process, anyone else at OntarioMD for the purposes of obtaining information that relates to this RFS. Any Respondent who fails to comply with this requirement will be disqualified.

OntarioMD, without liability, cost or penalty, may at any time prior to or after closing time:
- Alter any dates in this RFS;
- Cancel this RFS;
- Amend or supplement this RFS;
- Issue a new RFS for the same or similar services.

The Submission with the lowest cost may not necessarily be the winning bid. While the cost is an important element in the selection process, it is to be clearly understood that there are other evaluation criteria in the RFS that OntarioMD will consider in evaluating Submissions.

OntarioMD, without liability, cost or penalty, may, in its sole discretion, waive irregularities in any Respondent’s Submission.

OntarioMD, without liability, cost or penalty, may, in its sole discretion and at any time after submission, seek clarification from any Respondent with respect to its Submission. Any written information received by OntarioMD from a Respondent in response to a request for clarification from OntarioMD shall be considered an integral part of the Respondent’s Submission.

OntarioMD may verify any Respondent claim or statement by whatever means OntarioMD deems appropriate, including contacting references other than those offered by the Respondent, and may reject any Respondent statement or claim, if in the judgment of OntarioMD the statement or claim is unwarranted or not credible.

OntarioMD assumes no responsibility for any costs associated with your response to this RFS.

OntarioMD’s standard Letter of Engagement referenced in Appendix “A” is available through the following portal link:

https://www.ontariomd.ca/documents/letter%20of%20agreement%20-%20corporation%20-%202018.pdf

The Respondent must provide a statement in their response that they have read, understood and accept the terms and conditions contained in the Letter of Engagement and that the Respondent will, if requested by OntarioMD, sign and enter into this Agreement with OntarioMD and be bound by the provisions of the Letter of Engagement. The RFS will become part of the Letter of Engagement.

4.Requirements
4.1.Role
OntarioMD is seeking a proponent to facilitate a one-day strategic planning and review process for the OntarioMD Board of Directors scheduled for January 30, 2019. This session will build on previous strategic plans developed by the Board to refresh the existing 2017-2019 Strategic Plan.

At a minimum, the proposal submission should include:

A description of the general approach to be taken, including the expected outcomes, timelines and reporting;
Clear evidence of an understanding of the goals and challenges of strategic planning in the current environment;
A listing of previous work experience in the area of strategic planning similar to that proposed in this Request for Services;
Brief description of innovative approaches that will be provided for this work;

The successful proponent will have the opportunity to work with the senior management of OntarioMD and members of the OntarioMD Board of Directors to plan and organize the facilitation of a one-day strategic planning session.

The facilitator will be responsible for:

Participating in discussions to organize the one-day session and to develop and facilitate the development of the agenda
Fully understanding the current Strategic Plan (2017-2020) and assisting the Board in evaluating progress against the plan to date
Facilitating the attendees’ discussion to understand and evaluate current progress and opportunities related to the existing Strategic Plan, and to assist the Board in identifying future opportunities related to:
- Desired relationship with the OMA and other key stakeholders
- Optimal strategic partners, relationships and alignment
- Developing an organizational sustainability model
- Framework for considering opportunities in a fast-paced technology environment
- OntarioMD’s role in the future - with the expectation of working towards a visioning exercise for 2025 related to both technology and the delivery role for future thinking.

Review and refresh of Vision, Mission and Values
Fine tuning the Strategic Plan 2017-2020 as required resulting from the facilitated discussions; prepare a summation and report for the Board after the session
Attending a subsequent Board meeting to present the report and to make amendments as necessary

4.2. Experience
The evidence of the candidate’s skills in these areas will be evaluated to assess the candidate’s ability to deliver on the Scope of Work.

Three (3) to five (5) years of demonstrated knowledge and experience in facilitating strategic planning discussions with non-profit boards of directors or government organizations
Evidence of substantial knowledge and experience in reporting outcomes from facilitation sessions
Details of methodologies and facilitation activities from at least three (3) previous engagements
Effective communication skills

Appendix A – Letter of Engagement

OntarioMD’s standard Letter of Engagement is available through the following portal link and incorporated as a requirement of this agreement:

https://www.ontariomd.ca/documents/letter%20of%20agreement%20-%20corporation%20-%202018.pdf

Appendix B – Conflict of Interest Declaration

Conflict of Interest includes any situation or circumstance where, in relation to this RFS process, the Respondent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including (i) possessing or having access to information in the preparation of its Submission that is confidential to OntarioMD and is not available to other Respondents; (ii) communicating with any official or representative of OntarioMD or members of the Evaluation Team or other person connected with the RFS other than the contact specified in the RFS, with a view to influencing them and obtaining preferred treatment in this RFS process; or (iii) engaging in conduct that compromises or could be seen to compromise the integrity of the open and competitive RFS process.

☐ The Respondent hereby confirms that there is not now, nor was there in the past, any actual or potential Conflict of Interest relating to the preparation of our Submission nor do I/we foresee any actual or potential Conflict of Interest in completing the Scope of Work outlined in the RFS.

or if applicable,

☐ The following is a list of actual or potential Conflicts of Interest relating to the preparation of our Submission or in completing the Scope of Work outlined in the RFS.
______________________________________________________________________
_____________________________________________________________________
______________________________________________________________________

Respondent acknowledges that where the Respondent fails to provide confirmation as required herein or makes any misrepresentation or omission regarding any Conflict of Interest, OntarioMD shall be entitled, within its entire discretion, and in addition to any other remedy that may be available to the OntarioMD in law or in equity, to disqualify this Response.


Name of Respondent:   ______________________________


________________________________
Signature of Respondent Representative
I have authority to bind the Respondent

_____________________________
Date

Appendix C – References

Respondent(s) shall list a minimum of three (3) customer references for each proposed candidate. Respondents must provide full contact information.

For each customer, please provide the following:

Customer – Name, Address
Contact Person – name, title, number, email
A brief description of the project, its deliverables, outcomes and timeline to deliver. Include any details that would highlight the candidate’s experience in areas similar to the ones being requested at part of this RFS

Appendix D – Candidate Experience Template

Please use the following table(s) to demonstrate candidate experience, and attach the candidate’s resumé, in accordance with Section 2.3 of this Request for Services:

Vendor Name:
Candidate Name:

Criterion Candidate Experience
Three (3) to five (5) years of demonstrated knowledge and experience in facilitating strategic planning discussions with non-profit boards of directors or government organizations
Evidence of substantial knowledge and experience in reporting outcomes from facilitation sessions
Details of methodologies and facilitation activities from at least three (3) previous engagements
Effective communication skills
Appendix E – Pricing

Please provide the following information in accordance with Section 2.3 of this Request for Services:

Vendor’s Legal Name
Name of Consultant
Role
Flat Rate Price for Engagement$

Dates

Publication

2018/11/14 01:25:53 PM EST

Bid Intent

Not Available

Question Acceptance Deadline

2018/11/19 01:00:00 PM EST

Questions are submitted online

Closing Date

2018/11/30 01:00:00 PM EST

Contact Information

Val Lesko

procurement@ontariomd.com

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	No	No
No entries

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